HomeMy WebLinkAbout0876_001KIMBERLY A. DE
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Deputy Village Clerk
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ALL
COMMITTEE OF THE WHOLE
AGENDA
Meeting Location: Meeting Date and Time:
Mount Prospect Senior tenter Tuesday, August 24, 1999
50 South Emerson Street 7:30 P.M.
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CALL TO ORDER - ■ RLL. CALL
II. ACCEPTANCE OF MINUTES OF AUGUST 10,1999
III. CITIZENS TO BE HEARD
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Program.Assistant Village Manager David Strahl will be available to answer any questions regarding this
INDIVIDUALrTOTE.- ANY
ATTEND
A DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPATE
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CONTACT THE VILLAGE MANAGERS OFFICE AT 100 SOUTH EMERSONMOUNT
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The PIO is charged with coordinating a comprehensive communications strategy to improve the
overall information flow on behalf of the Village to the community. The details of the strategy are
outlined below:
Revise the Village Newsletter to improve readability and to inter-relate information to the
Village Web Page and MPTV.
2. Develop a Village Web Page as an adjunctto the Village Hall allowing residents to access
information and undertake Village business without a physical trip to the Village Hall.
3. Enhance MPTV to include Newsletter and Web topics and improve timeliness and overall
appearance of productions.
4. Implement a comrnunity'tftrMOion line which�would �WloWfo'$'Idents and dt,her, interested
p'ag
Vill, t' co inform ion w r,, ng, 1 ntpo a Village ersons access to gene e as
ithout''o Otly, h
stMff member.
5. Implement an automated call system, which would notify targeted groups of residents of
meetings or other relevant information concerning Village operations.
6. Selected Village staff have published e-mail addresses on the Village Web Page and
business cards.
7. Implement a bi-weekly informational update of Village activities to local newspapers and the
general public.
8. Implement0ion of a documentation Imaging system in which various public,documents would
0,o,walljoblp" to the Village's Web site for downloading.
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or,
Staff has recently received RFPs from area printers and that 'Information will be provided to the
Village B69M as part of dl�c(j,ssi0n. COcO(IhO direction from the "Village I Bloard has been
e upry 2,000'Issue of the NdMtefttw
it Js6 ahtjoilo*d that the new, form, at'Will debutwith the January-F , br
Assistant Village Manager David Strahl and Public Information Officer Maura Jandris will be present
to facilitate discussion regarding the proposed Village Newsletter format change.
I 10,119MI-
H:\GEN\Cow\AgendakO82499 COW Agenda-doc
MINUTES
COMMITTEE OF THE WHOLE
AUGUST 10, 1999
CALL TO ORDER
In the absence of Mayor Farley, Village Manager Janonis called the meeting to order at 7:39 p.m.
Motion made by Trustee Hoefert and Seconded by Trustee Lohrstorfer to appoint Trustee
Corcoran Mayor Pro Tem for the meeting. Motion was approved unanimously. Present at the
meeting were: Trustees Timothy Corcoran, Paul Hoefert, Richard Lohrstorfer, Michaele Skowron
and Irvana Wilks. Absent from the meeting were Mayor Farley and Trustee Daniel Nocchi. Staff
members present included Village Manager Michael Janonis, Assistant Village Manager David
Strahl, Police Chief Ron Pavlock, Fire Chief Mike Figolah, Finance Director Do'ug Ellsworth,
Deputy Finance Director Carol Widmer, Public Works Director Glen Andler, Deputy Public Works
Director Sean Dorsey, Human Services Director Nancy Morgan, Community Development
Director William Cooney and Public Information Officer Maura Jandris.
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Approval of Minutes of June 22, 1999. Motion made to approve the Minutes by Trustee Hoefert
and Seconded by Trustee Skowron. Minutes were approved.
..........
Trustee Lohrstorfer introduced the Commission members present at the meeting and asked that
Dana Levene, Chairman of the Youth Commission, present the Annual Report. I
Dana Leveno, Chair of the Youth Commission, spoke. She stated that a number of members
have served a second year on the Commission and one of the biggest challenges for the
Commission was to retain members and recruit additional members to replace those graduating.
She stated that Commission members have announced vacancies in the local papers, through
the schools and through various Village functions. One of the major activities of the'Commission
this past year was the publication of a pamphlet summarizing youth services In the area.
Commission members were actively involved in a cable television show called, Youth Views,
where various youth related topics were discussed. Members of the Commission also
volunteered for the Family Fun Nites sponsored through the Village. She stated that the
Commission is Important to allow a voice for the community's youth and she personally learned a
lot of leadership skills during her term as Chair.
General comments from the Village Board members included the following 'Items:
Numerous Trustees congratulated the work that has been undertaken by members of the Youth
Commission and congratulated Ms. Levene on her leadership over the past two years.
V. 1,999 MID -YEAR BUDGET REVIEW — 2000 PRE -BUDGET WORKSHOP
1999 Mid -Year Budget Review
Village Manager Janonis stated that this meeting marks the start of the 2000 Budget process.
Traditionally, the start of the Budget process begins with a review of the half -way point of the
current year's Budget as a way of advising the Board how things are going and to provide Village
staff with any input prior to the conclusion of the fiscal year. This year, meetings were held with
the Finance Commission and with Department representatives previewing Departmental issues in
preparation for Budget work. The Finance Commission has provided recommendations, which
are presented this evening. He stated that there are three policy issues open for discussion
regarding the upcoming 2000 Budget.
Finance Director Doug Ellsworth provided a general overview of the 1999 Budget and a review
of the status of numerous funds within the Budget for 1999. He stated the General" Fund planned
deficit exists because of excess Fund balance transfer. However,, - the deficit is only an
accounting function at this point. Expenditures are coming in at or below projections and revenue
projections are expected to be slightly above estimates. Sales Tax is running 2% below the
previous year. Utility Taxes and more specifically, Natural Gas Taxes, are down from projections
due to the mild weather. The Infrastructure Maintenance Fee revenue is coming in well below
projections. Various Departmental Budgets are very close to the budgeted amounts with the
exception of Public Works. The Public Works' Budget is over due to the large winter storm and
the Village has recently received reimbursement for a majority of the expenses; therefore, they
should be back in balance soon. There is a projected excess fund balance of 19.9% which
includes a fully -funded Vehicle Replacement Fund and the transfer of a portion of the General
Fund balance for Capital projects. He would suggest the Board consider raising the Fund
balance level now for 2000 now that numerous General Fund issues have been addressed which
have been ongoing issues In previous Budgets. He would recommend slowly increasing the
General Fund balance to a 25% level. He would also recommend transferring a portion of the
balance to the Capital Projects account.
John Korn, Chairman of the Finance Commission, spoke. He stated the Commission has not
had the opportunity to discuss the proposal but would like to provide some input regarding excess
fund balance management.
Village Manager Janonis stated that there remains a need for a standard revenue source for
Capital Projects funding. The current standard transfer of $400,000 out of the General Fund has
been used previously.
General comments from the Village Board members included the following items:
Board members expressed a concern about the lack of permanent funding source. for Capital
Projects and thought that the opportunity to raise the fund balance without a tax increase would
be possible.
Trustee Hoefert suggested using excess fund balance for the General Store relocation and
rehabilitation expenses.
Finance Director Ellsworth stated that a portion of the relocation and demolition costs are TIF
eligible and have been estimated at around $40,000. He stated the balance could come out of
Fund balance if so desired by the Village Board.
2
Ann Smilanic, member of the Finance Commission, spoke. She stated that She has concerns
regarding the General ,More relocation and rehabilitation and the fact that because of donated
services and supplies that the Village would be unable to offer the building for sale at a future
date. I
Finance Director Doug Ellsworth stated the forecast is done with an opportunity to reduce
surprises in the next Budget year and advise the Village Board as to where staff foresees major
expenditures. He stated Revenues are expected to be very close to estimates and Expenditures
should be less than projections. There is an anticipated deficit of $159,000 based on the 2000
Forecast Budget. A recent Pension increase for the Firefighters will increase Fire Pension costs
to the Village by 2%. The reduction in lase payments and the transfer to the Capital Fund have
been built in to the Forecast. The Budget, as it is forecast at this point, includes four new
positions and assumes a 4% Property Tax increase with a major portion of the increase going for
the additional Pension costs.
Finance Commission Chairman John Korn provided a general overview of the Finance
Commission recommendations. The recommendations are as follows:
0 The Commission was supportive of continuing the summer camp mentoring program on the
south side of the community even if the Hospital Grant does not pay for the entire cost.
0 The Commission supports the upgrade of a part-time Customer Service Clerk to full-time in
the Finance Department. Upgrade is reflected in the 2000 Forecast Budget.
0 The Commission supported the expenditure of funds for office partitions and furniture for the
Finance Department. These items are currently in the CIP for 2000-2004.
0 The Commission had no recommendations or comments on the Police Department Forecast
Budget.
0 The Commission deferred taking a position on the Public Works Department request for a
new maintenance worker or electrician until further information is received during the Budget
meetings. There is a new electrician position reflected in the 2000 Forecast Budget.
0 The Commission had no recommendations on the Community Development Department's
Forecast Budget. I
0 The Commission concurred with the request from the Fire Department for an EMS
Coordinator assuming It is the same position that was Included in the year 2000 Forecast
'Budget as Administrative Officer.
0 The Commission would be opposed to increase in water and sewer rates 15-20% to fund
Capital spending in the Water and Sewer Fund. The Commission recommended the Village
do what it can with a moderate Increase of 4-5% and address more of the improvements
when some of the Flood Control Home Rule Sales Tax monies become available.
# The general recommendation with regard to Property Taxes are to keep them as low as
possible. The Commission did not feel comfortable recommending a set percentage such as
4% because Taxes might have to be increased to fund the enhanced Fire Pension benefits.
He stated the Finance Commission members are quite satisfied with the opportunity to review the
Forecast and provide recommendations prior to going into extensive Budget discussions with the
Village Board. He also stated there is a desperate need to discuss the status of the Village Hall
in the near future along with a new north side Fire Station. He stated the Commission provided
no recommendation as to the status of the Administrative Analyst proposed in the Budget for the
Village Managers office*
Village Manager Janonis stated that the Administrative Analyst position will most likely be
withdrawn and be asked to be transferred to assist in the permanent process as a Project
Engineer for the Public Works Department.
General comments from the Village Board members included the following items:
There was a discussion regarding the estimated infrastructure investment within the community
and it was suggested the Finance Commission members consider making a recommendation for
a funding commitment adequate to maintain the infrastructure investment. There were also
numerous comments regarding the need to address the status of the Village Hall. It was
suggested that the Village staff come up with a four to five year plan for future staffing levels so
that staff requests are projected into the future. There was also a discussion regarding the
comparison of 1999 actual budget figures with the 2000 projections.
Finance Director Ellsworth stated the Water and Sewer increase was primarily suggested to
address the combined sewer areas of the community and the 15-20% increase was only
suggested to fund all of the projects and was outlined in the CIP. Staff fully expected to make
periodic investments into the area through whatever increases the Village Board felt comfortable
with.
Village Manager Janonis stated the policy issues before the Board are as follows:
0 The request for a transfer to the Capital Fund of $400,000.
General consensus of the Village Board was to transfer $400,000 from the General
Fund to the Capital Fund.
* To increase the Fund balance over time to a maximum of 25% of Fund balance,
General consensus of the Village Board was to support the Increase of the Fund
balance to 25% over time.
Request to transfer $180,000 from the Vehicle Replacement Fund to the Capital Fund.
General consensus of the Village Board was to approve the transfer of $180,000 from
the Vehicle Replacement Fund to the Capital Fund.
Request to consider a 4% General Property Tax Levy increase as a benchmark for budgeting
purposes.
General consensus of the Village Board was to support a 4% General Property Tax
Levy Increase In order for staff to complete the Budget.
Funding Water and Sewer Projects In 2001 and beyond with consideration of other revenue
options.
General consensus of the Village Board was to request that staff bring back a plan in
the future regarding funding scenarios as revenue sources become available through
the repayment of Flood Control Debt.
Village Manager Janonis stated that even though the projected deficit at this point is around
$150,000, it is his intention to present a balanced Budget to the Village Board when the Budget is
prepared.
4
Assistant Village Manager Strahl provided a general overview of the concept that has been
under development for a number of years through discussions with the various taxing bodies.
The concept is to convert the existing part-time Cable Television Production Assistant to a full-
time position through contributions of other governmental entities that want to supplement
programming on the Village cable channel. The contributions suggested would cover the
additional cost of the full-time position and the benefit costs of the position for a period of two
years beginning October 1, 1999. The period between October and December of 1999 would be
prorated.
Cable Television Coordinator Ross Rowe spoke. He stated the Community Producer would
be assigned to design and develop programming and to add on the current programming base of
the Village to have a broader diversity of programming on Channel 17. The contribution has been
set at $8,000 per entity for two years with a prorated amount through the end of 1999.
General comments of Village Board members included the following items:
There was a question concerning how the programming of the other entities which may not have
common boundaries with the Village would reach taxpayers of other communities which happen
to be in the taxing body. For example, there are Des Plaines residents who are taxpayers for the
Mt. Prospect Park District and they would have no opportunity to receive the programming put on
the Village cable channel. There was also a question regarding whether the recommended
contribution cost covers the entire expense of conversion to a full-time position. It was suggested
that the Village staff again approach other taxing bodies besides the Park District and the Library
to determine whether they would have any interest in contributing costs to such a community
producer position. A, question was raised whether the Village would be obligated to continue the
position if any governmental entity withdrew funding support.
Village Manager Janonis addressed a number of the Village Board concerns. He stated that if
the Village Board is supportive of the concept, staff could discuss additional funding from the
governmental entities to ensure full reimbursement was made for the additional expense of the
full time position and covering the benefit costs. He also stated that the additional programming
could fulfill the necessary criteria under all Franchise Agreements whereby the Village might have
the opportunity for an additional PEG channel based on the number of programmed hours. He
also stated that he would recommend the position be continued through the end of the fiscal year
of the Village if, in fact, a governmental entity withdrew its financial support,during the middle of
the Village's fiscal year.
General consensus of the Village Board was to support the concept provided the cost of
the position Is such that It does not burden the Village beyond Its current financial
commitment for the part-time position. I
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Village Manager Janonis reminded the Village Board and viewing audience that the next Coffee
with Council Is scheduled for August 14 at Village Hall from 9:00 a.m. until 11:00 a.m.
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Trustee Wilks wanted to congratulate the people who worked on the Antique Car Show and
thanked all the people that attended the event. She also wanted to thank the staff on a very
informative Y21K Seminar, which was held on July 28 and is currently rebroadcast on the Village's
cable channel.
Ix. ADJOURNMENI:
Since there was no further business, the Committee of the Whole meeting was adjourned at
10:00 P.M.
Respectfully submitted,
DAVID STRAHL
Assistant Village Manager
DS/rcc
H:\GEN\Cow\Minutes\81099 COW Minutes.dol
0
Village of Mount Prospect ����� �� ,�� ����� �����������
Mount Prospcet, Illinois
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: ASSISTANT VILLAGE MANAGER
DATE: AUGUST 2, 1999
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SUBJECT: EMPLOYEE COMPUTER PURCHASE REIMBURSEMENT PROGRAM
By the end of August nearly all loans related to the computer reimbursement program should be
completely repaid to the Village. A few loans will be paid off during the months of September and
October. These late payment dates were due to the employee obtaining purchase approval during
the window the program was available, but they did not submit the reimbursement request until
after the closing date of the program.
As you are probably aware the computer purchase program has been extremely popular. When
the program was first offered in 1994 sixty-four employees participated with over $126,000 loaned
out. When the program was repeated in 1997 the program was just as popular with 57 employees
participating and $120,147 loaned out. I would recommend the Village Board consider renewing
the program for September 1, 1999 to November 30, 1999. 1 have revised the forms to remain
current with technology in anticipation of the program being renewed. If the Village Board endorses
the renewal of the program the employees could be notified prior to the proposed September I
1999 start date.
The following are exclusions to the purchase program:
• Digital Cameras
• Palm Sized PCs (i.e. Palm Pilot)
40 Internet Service Provider Charges
# Cable Modems
# Uninterruptible Power Supply (UPS)
0 Personal Use Software (i.e. games or software that is not similar to the type used at work)
0 Personal Use Hardware (i.e. joystick)
0 Home Networking Hardware/Software
0 Extended Warranty or Service Contracts
0 Installation/Repair Expenses
o
DAVID STRAHL
H:\GEN\M lS\1 999 Employee Computer Purchase Draft Cover Memo.doc
Village of Mount Prospect
Mount Prospect, Illinois
MEMORANDUM
EMPLOYEE COMPUTER REIMBURSEMENT PROGRAM
The Village of Mount Prospect has standardized computer hardware and software over the
last several years and connected most PCs to a Village -wide network which allows for e-
mail and project collaboration. The extensive use of computer technology has altered
virtually every "aspect of municipal service delivery. Without an employee workforce
knowledgeable in computer technology the full benefit of this technology for the service of
the residents cannot be realized. The ultimate objectives of technology use at the Village
are the following.-
1 } Streamline processing of tasks to improve service delivery to
citizens by reducing the time to respond to information
requests.
2) Consolidate informational databases among various
Departments to improve service delivery.
3) Improve citizen access to information which is consolidated by
the Village and speed citizen service requests.
4) Train employees to maximize the use of available computer
technology.
In order to maximize the Village's investment in the purchase of this technology and
extensive employee training, the Village will assist eligible employees in the purchase of
computers and related hardware/software for home use. The use of a computer at the
employee's home is intended to significantly enhance computer training of employees for
on-the-job usage.
The following policies will provide a detailed overview of how the program would function:
1} Employees must have completed their probationary period or
one (1) year of employment -in the case of a probationary
period longer than 6 months.
2) Employees must submit a purchase request pjior to actual
purchase of computer hardware/software. This request must
be approved by the Village Manager or his/her designee. The
EMPLOYEE COMPUTER REIMBURSEMENT PROGRAM
August 1999
Page 2
employee must allow up to five (5) business days for
processing between submittal for approval and return to the
employee to proceed for purchase.
3) Employees must sign an agreement with the Village detailing
the repayment schedule to the Village. Also, the agreement
includes a requirement that the employee must complete
repayment to the Village prior to employment termination. If at
th'e" time of termination, the employee has not completed
repayment to the Village, the employee must complete
payment with the employee's final check at the time of
termination or other means of repayment must be arranged.
4) Once the employee receives approval for purchase, the
employee may purchase the approved computer
hardware/software. After the employee has purchased the
computer hardware/software, the employee must submit the
appropriate receipts for reimbursement by the Village. After
the reimbursement is paid to the employee, the employee will
be required to begin repayment within two (2) weeks after
receiving the reimbursement from the Village.
5) The maximum amount for which the Village would allow for
reimbursement is $2,500. The items which would be allowable
for reimbursement are outlined in the agreement the employee
must sign. The maximum payback period will be no longer
than 24 months from the date of reimbursement of the Village
to the employee. If an employee purchases hardware/software
on more than one occasion, any subsequent reimbursements
will be paid back over the original 24 -month period.
6) The employees will have a window of September 1, 1999 to
November 30, 1999 to apply for the computer reimbursement
program. All repayments must be completed before November
30, 2001.
10,1
7) Any computers requested for purchase must be capable of
running Windows-based programs.
EMPLOYEE COMPUTER REIMBURSEMENT PROGRAM
August 1999
Page 3
8) The following items are excluded from purchase consideration:
* Digital Cameras
* Palm Sized PCs (i.e. Palm Pilot)
* Internet Service Provider Charges
Cable Modems
Uninterruptible Power Supply (UPS)
Personal Use Software (i.e. games or software that is not similar to the type
used at work)
Personal Use Hardware (i.e. joystick)
Home Networking Hardware/Software
Extended Warranty or Service Contracts
Installation/Repair Expenses
H:\GEN\MIS\l 999 EE Computer Purchase Program.doc
EMPLOYEE COMPUTER REIMBURSEMENT PROGRAM
August 1999
Page 4
NOTES ON ITEMS REQUESTED:
1) The computer must be capable of running PC and Windows computer applications
to be considered.
2) The computer must be a minimum chip speed of Pentium 11 to be considered and
must be new and not purchased used from a computer reseller.
3) Software purchases must be business related to the type of software used by the
Village. The Village has standardized its computer software to a Windows platform
which includes the following standard applications:
Word Processing:
Microsoft Word 97 or newer.
Spreadsheets:
Microsoft Excel 97 or newer.
Database:
Microsoft Access 97 or newer.
Office Suite:
Microsoft Office Suite 97 or newer.
Operating System:
Windows 95 or newer.
Employees will not receive reimbursement for any software which is not related to
a business function or currently not being used by the Village. For example, no
entertainment software will be reimbursed under this program. All software
purchase requests must receive prior approval before purchase to be considered
for reimbursement.
4) Hardware accessories will be considered for reimbursement if the hardware has a
specific business purpose. For example, the purchase of a modem for use in
conjunction with the computer would be considered. However, any request for
entertainment -related items will not be reimbursed.
5) Printers will be considered for reimbursement provided the printer can function using
Windows based programs.
6) Any costs or charges billed the employee by any reseller to install a system or install
new application and hardware will not be considered for reimbursement. Also, any
costs charged for repairs of a PC or other hardware are not eligible for
reimbursement. ••
7) Any rebates for purchases must be subtracted from the total amount requested for
reimbursement and clearly designated as a credit.
EMPLOYEE COMPUTER REIMBURSEMENT PROGRAM
August 1999
Page 5
The computers should meet the following MINIMUM requirements:
Processor Pentium 11400 MHz Minimum
RAM 64 MB Minimum
Hard Drive 10 GB Minimum
Floppy Drive 1.44 MB 3.5" Drive
CD/ROM 6x Speed Minimum
Monitor .28 Dot SVGA 15"
Operating System Microsoft Windows 95 or newer
Application Software Microsoft Word 97 or newer
Microsoft Excel 97 or newer
Microsoft Access 97 or newer
Microsoft Office Suite 97 or newer
Fax/Modem Minimum 56 KBs
The purchase of Packard -Bell brand computers is not recommended.
1.
APPLICATION FOR VILLAGE REIMBURSEMENT PROGRAM
(COMPUTER SOFTWARE/HARDWARE)
Employee Name (Print), -
Department:
Social Security Number: Date of Hire,,,,
This form must be completed and submitted for the Village Manager's review BEFORE purchase is made.
Once the purchase is approved, this form will be returned to the employee with the Village Manager or
Designee's signature. The employee then purchases the items authorized and resubmits this form with a
receipt showing items purchased for reimbursement processing. Please provide a list and price of each item
of software/hardware with quoted and actual price. This completed form must be returned with a copy of
purchase receipt before reimbursement is processed: (No reimbursement will be approved without complete
receipt outlining each item of software/hardware and price):
HARDWARE, PRICE
SOFTWARE PRICE
0
TOTAL PRICE:
Signature of Employee Total Amount Requested
# of Payrolls Requested for Repayment
Signature of Village Manager or Designee Amount Approved for Purchase
Finance Use
Amount Paid to Employee Date Employee Paid
PROMISSORY NOTE TO REPAY
VILLAGE OF MOUNT PROSPECT
FOR COMPUTER PURCHASE
It PRINT NAME , acknowledge the Village of Mount Prospect
has expended Village funds to assist in the purchase of computer hardware/software for
my personal use at home. This financial assistance from the Village is to enhance any and
all computer training which I may receive as part of my job with the Village.
I further acknowledge that I must repay all monies which the Village expended to assist me
in purchasing computer hardware/software. I understand that by signing this agreement
I agree to repay the Village through payroll deduction. I also understand that the maximum
repayment period is no longer than 24 months (52 payments) from the date of
reimbursement by the Village.
I understand that I must complete repayment to the Village prior to termination. I agree to
allow the Village to deduct any remaining monies due from the last paycheck at the time
of termination, if I have not completed repayment at the time of termination. Also, if my
final check at the time of termination does not cover any remaining funds owed, I agree to
find other means necessary to complete payment.
I acknowledge that the Village has the option of legal proceedings or assigning any unpaid
amounts to a collection agency if I fail to repay the Village in full.
Print Name
Date
Period of Repayment/# of Payrolls
Signature
Amount to be Repaid
Amount of Payroll Deduction
o- . ...... ...
��
Village of Mount Prospect OKA! o"Ato"oof
Mount Prospect, Illinois
INTEROFFICE MF�,MORANDUM
TO*- VILLAGE MANAGER MICHAEL E. JANONIS
0
DATE: AUGUST 16, 1999
SUBJECT: VILLAGE NEWSLETTER FORMAT CHANGE
In 1996, a number of Village Trustees expressed a desire to improve the appearance of
the Village Newsletter. Staff gathered a number of newsletter samples from other
municipalities and requested that Village Trustees offer comments on each style and
content. The comments were summarized in early 1997 (information attached).
Unfortunately, staff was unable to undertake the implementation of the recommendations
due to staff time demands.
The Village Board approved the conversion of a part-time Public Information Officer
position to a full-time position as part of the 1999 Budget. The funds for the conversion
came from the monies normally budgeted for the contract newsletter editor so the impact
on the budget was negligible. The Public Information Officer (PICS} came on board in late
April 1999. Since the PIO has been on staff a number of various communications projects
have been undertaken, including the Y2K Newsletter and the coordination of the public
seminars and other related communication tasks. However, steady progress has been
underway in revising the Village newsletter and undertaking the implementation of some
elements of the Village comprehensive communications strategy.
The PIO is an integral part of the Village's comprehensive communications strategy. The
various components of the strategy are outlined below.
Revise Village Newsletter to improve readability and interrelate information to Village
web page and MPTV. %
Develop the Village web page as an adjunct to the Village Hall allowing for residents
to access information and undertake Village business without a physical trip to the
Village Hall.
Enhance MPTV to include newsletter and web topics. Improve timeliness and overall
appearance of productions.
VILLAGE NEWSLETTER FORMAT CHANGE
August 16, 1999
Page 2
• Implement a Community Information Line which would allow residents or other
interested persons access to general Village information without actually having to
contact a staff member.
• Implement an automated call system which would notify targeted groups of residents
of meetings or other relevant information concerning Village operations.
• Selected Village staff have published e-mail addresses on the Village web page and
business cards.
• Implement bi-weekly informational updates of Village activities to local newspapers and
A
general public.
Implementation of a document imaging system in which various public documents
would be available through the Village's web site for downloading.
The revamping of the Village newsletter is the cornerstone of the overall program, so the
changes underway to the newsletter have been very deliberate to ensure the newsletter
remains true to its purpose. The newsletter is the only communication received by all
residents and businesses on a regular basis, so it must include relevant information in a
format that is easy for the people to read.
Maura Jandris, Plo, undertook the drafting and distribution of a Request for Proposals
(RFP) to area printers to obtain a wide selection of cost options depending on the number
of colors desired by the Village Board. The RFP included one, two and three color options.
Obviously the more color the more expensive the cost of production. Also, a change in the
type of paper is under consideration as an additional color opportunity to set the newsletter
apart from other resident mail. PIO Jandris will provide a summary of the costs for the
various co lorconfig u rations under separate cover in a special delivery prior to the meeting
on August 24.
PIO Jandris has created a mock up of a suggested format so the Village Board can
visualize the changes under consideration. The newsletter size will be increased to a
booklet style with 11" X 17" paper folded in half and folded over again for mailing. The
newsletter will likely be stapled to retain the booklet style. In order to shorten the
turnaround time from creation to delivery the PIO will transfer the camera-ready version
directly to the printer electronically. The RFP also requires the printer to retain the same
price per piece if the Village determines a special newsletter is warranted to communicate
with the residents.
The main elements of the revised newsletter format are as follows.
Three column format with two lead articles on the front page. Front page also includes
a table of contents listing articles contained in each issue.
VILLAGE NEWSLETTER FORMAT CHANGE
August 16, 1999
Page 3
• Page 2 will contain the standard Village contact information and Village Board
highlights.
• Page 3 will be the standard location for the conclusion of articles started on page 1.
• Each issue will have a page dedicated to topical information depending on the season.
Senior News and Cable Views will be on a single page insert or a page for easy
retention by the residents. This page contains information that is relevant beyond the
reading life of the newsletter.
Each department will have a dedicated page or portion of a page for news items
generated by that department or relevant to the department's services.
Information that is suggested for retention will have a dotted line and scissors to
recommend retention of information.
Inclusion of Village staff e-mail addresses with phone numbers per article for contact
informational purposes.
The newsletter draft is offered to the Village Board for comments. Staff would like to set
some standard design elements similar to those outlined above to create an identity for the
newsletter provided the Village Board concurs with the suggestions. As the Village Board
reviews the format please disregard the content of the articles in the newsletter mock up,
but focus instead on the general layout. This discussion is also intended to determine the
number of colors the Village Board is comfortable with in regard to the budget allotted for
newsletter production costs. Once the Village Board provides the direction to staff
regarding the newsletter, it is anticipated the new format will debut with the
January/February 2000 issue.
Appropriate staff will be present to participate in the discussion. If you have any questions,
please contact me.
...... . .. ....
DAVID STRAHL
c: PIO Maura Jandris
Village Clerk Velma Lowe
HAGENTublic InfoNewsletterNewsletter Format Change Cover.Memo.doc
Village of Mount Prospect� ���� p W
Mount Prospect, Illinois I . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. .
INTEROFFICE MEMORANDUM
Michael E. Janonis, Village Manager
FROM, Assistant Village Manager
SUBJEWF
CT: Village Newsletter
o
DATE: February 21, 1997
During 1996, the staff circulated a binder with examples of newsletters from other
communities. Village Board members were asked to comment on the examples and
provide general input as to what they felt a village newsletter should contain. There
appeared to be general support among the village board members to consider a change
in the newsletter style. A summary of those comments is attached as a refresher along
with a copy of the community newsletter which received the most favorable response.
A preliminary draft Mount Prospect Newsletter has been created as a starting point for
discussion which is also attached. As part of the development of the village home page
there is a need to copyright the newsletter because it has been scanned andput on the
Internet without village approval. The staff concern with the newsletter being put on the
Internet from another source is that there could be a problem with the accuracy of data
provided by allowing unauthorized reproduction of the newsletter.
This information should be considered a preliminary step before extensive revisions of the
newsletter is undertaken. Once the village board endorses a style additional information
could be gathered to determine what, if any additional costs might be with a change in the
newsletter.
l aj
DAVID STRAHL
. ... ........ .
110
Village of Mount Prospect
All
..... .....
Mount Prospect, Illinois A:11
"Ilk
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: ASSISTANT VILLAGE MANAGER
DATE: JANUARY 9,1997
A
SUBJECT: VILLAGE NEWSLETTER
Attached for your information is a summary of the comments from vadous Village Board members
concerning other communities' newsletters. The general consensus of the Village Board appears
s- a change in the overall appearance of the Newsletter. There appears to be consensus to
change the following:
# Increase the size of the newsletter to 8-1/2"xl 1."
0 Set number of pages to approximately 8.
0 Increase number of charts and photos.
0 At least one color ink should be used besides black only.
Three column format.
Include calendar of events.
Include Speak -Out column.
Include Village Board summary.
Include public service articles.
In order to move forward to conclude this project, I would recommend the following steps be
undertaken:
0 Present summary of survey results to Village Board.
0 Create a mock-up of the Newsletter format suggested by a majo'dty of the Village
Board to solicit input on appearance of a draft. The mock-up will probably be
pattemed after GlenvieWs Newsletter.
0 Once a mock-up has been approved, solicit bids for production_writing and printing
and compare costs to producing in-house.
0 Present cost data for production of an approved mock-up to Village Board for input.
0 Set
.e for format change; i.e., May/June issue.
0 Run a name and design contest for the new Newsletter masthead. The current
Newsletter just says "Newsletter.." This contest will generate interest in the new
Newsletter.
If you have any questions, please contact me.
DAVID TR
Village of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: Assistant Village Manager, David Strahl
FROM: Administrative Intern, Aric Ahrens
SUBJECT: Newsletters
DATE: December 26, 1996
Attached please find a summary of the Board's ratings of community newsletters, a list of
negative comments attributed to each, a list of positive comments attributed to each, and
a description of the newsletter format that seems to be preferred by the Board, according
to the ratings provided by them. Please note that redundant comments were excluded,
and that an attempt was made to outline the tastes and preferences of the Board rather
than to point out each and every deficiency in each newsletter.
Overall, the Villages of Glencoe, Hanover Park and Hoffman Estates elicited the greatest
amount of approval regarding their newsletters. The common thread among these three
was that there were visually stimulating elements (graphics) and an open layout, rather
than a lot of text crammed together.
The Des Plaines and Wilmette newsletters met with the disapproval of most of the Board.
The common thread among this disapproval was that there was too much text, a poor
layout and not enough open space.
There is a definite difference, of opinion regarding the use of color. The highly contrasting
Blue -Black -White color scheme of the Hanover Park and Hoffman Estates newsletters
elicited both approval ("eye catching") and disapproval (ugarish"). Likewise, the more
subtle grey -green shadings of the Glencoe newsletter met with approval (uthe 'effect' of
color, without the expense") and disapproval ("good layout/needs more color"). This
seems to be the greatest point of contention among the Boards' opinions, with some
preferring a highly ' hly contrasting scheme that catches the eye, while others prefer more
subtle, elegant color schemes.
From the comments I have summarized, I believe that the Board would prefer an open,
easily read newsletter with graphics supplementing the information. However, the color
scheme seems to be the most likely source of disagreement.
Negative comments about other communities' newsletters -
b. Too unwieldy, difficult to read, harsh on the eye. (Buffalo Grove)
Too old fashioned, too much text, poor layout, too dense. (Des Plaines)
Looks cluttered, too much text on front page, poor color. "(Elk Grove Village)
10. Needs more color. (Glencoe)
► Colors clash, distracts reader from meat of newsletter. (Hanover Park)
Color is garish. Black is too black, blue is too blue. (:Homan
Estates)
Interior layout is bizarre. Mixed format is difficult to follow. (Lincolnshire)
Insert m* green detracts from blue on facing page. (.palatine)
► Cover looks cheap. Tri -fold unwieldy. Where's the beef.? Too many ads. (Roselle)
11
►
Too difficult to read. Type too small, columns too wide. Assaults the eye.
(Streamwood)
Too much info, jammed full, not enough blank space. Too busy. Assaults the eye.
(Northbrook)
Not reader friendly. Too much to read. Too many pages (Wi1mette)
Positive comments about other communities' newsletters:
Odd shape lets newsletter "stick out" in mail. (Buffalo Grove)
Village name prominent. (Elk Grove Village)
3 column format easy to digest. (Elk Gove Village)
Color blocking of articles useful in delineating begmnIngs and ends. (Elk Grove
Village)
Best use of space, my favorite. (Glencoe)
Calendar useful. (Glencoe)
Different screenings of grey give the "effect" of color without the expense.
(Glencoe)
My favorite. This is a classy publication. Modem, yet elegant. (Glencoe)
Good contents & layout. (Hanover Park)
Nice use of color, line art & photos. (Hanover Park)
Code enforcement checklist very useful. (Hanover Park)
My personal favorite. I like the print style - less formal. (Hoffinan Estates)
Great layout & style. (Hoffman Estates)
Good layout (Palatine)
Layout works well (Palatine)
Ac�lording to the ratings provided by Trustees Wilks, Clowes, Corcoran, Hoefert & Juracek, the
optimal format for our newsletter would be along these lines:
P. The current "book" format rather than a "fold out" newsletter
Ill. Either our current 7" x 8.5 " size, or 8.5 " x 11 ", but no larger than 8.5 " x I I "
A van'able number of pages determined by the amount of useful information to be
0
mcluded in the newsletter.
0,
►A greater amount of graphics than currently present in our newsletter.
10. Eit ber a single or two color publication, rather than multi -color.
00 A frequency of (ire order of preference) bi-monthly or quarterly rather than
monthly.
0- A conversational writing style rather than news reporting,
AR of the specl*al sections had the overall support of the Board With the possible
exception of the Chamber of Commerce Column.
Note that there were no ratings listed for Mayor Farley or Trustee Hendricks.
['newsletter Ratings
Num. of
Mean
Median
Responses
Style
Book
5
5
5
Fold -Out
1.5
1.5
2
Size
Current (7"x8.5")
3.67
5
3
Typical (8"x11")
4
5
5
Tabloid (11"x17")
1
1
3
Num. Pages
Variable
3.75
5
5
Set # (i.e. 6 Pages)
2
2
1
Set # (i.e. 8 Pages)
4.5
4.5
2
Graphics
More Charts/Photos
5
5
5
Fewer Charts/Photos
3
3
2
Colors
Single Color
4.5
4.5
2
2 Color
5
5
2
Multiple Colors
2.67
2
3
Column Format
2 Columns
1
1
1
3 Columns
4.75
5
4
Frequency of Publication
Quarterly
3.5
3.5
2
Bi -Monthly
5
5
4
Monthly
1
1
1
Writing Style,
News Reporting
0
0
0
Folksy, Conversational
5
5
3
Special Sections
Calendar of Events
5
5
5
Cable Guide
3.6
3
5
Speak -out Column
4
5
5
Village Board Summary
4.2
5
5
Mayors Column
3.6
4
5
Chamber of Commerce Col
2.4
3
5
Public Service Articles
4.2
5
5
Scale",- 1 = Highly Undesireable
2 — Somewhat Undesirable
3 — Neutral
4 — Somewhat Desirable
5 _— Highly Desirable
Afe
,VOK
011 A'
14
491" ,
I was once, asked, what, my most
surprising discovery was. upon,
becoming Villame President.
Without hesitation I answered that
I was astounded at the quality and
the sheer quantity of the Village's
physical assets.- the facilities,
equipment and *infrastructure.
I realized thafthroughout my 28
years in Glencoe I -had taken these,
things for granted.. I soon found out
that maintaining and, improving
these assets required a constant
effort from the Village Board and
staff.
As many of you know, there has
been a great deal of activity in
recent years with a variety of infra-
structure and facilities improve-
ments. Since 1.988 the Village has
had an ongoing infrastructure
improvement prognIm that hl-fts
upgraded the majority of the
Village's streets, sidewalks, sewers
and water rriains.The Village Hall
was relia6ilitated in 1994 and
brought up to conformance with
the Americans with Disabilities Act
(ADA) and modern building code
standards. The vehicle and
equipment fleet is constantly being
rotated to ensure a high level of
service. The Water Filtration Plant
has also undergone a systematic
rehabilitation program. While most
of the big dollar items are behind
us, we are still faced with the issue
of what to do with the Public
Works Service Building.
This becomes more
difficult as we consider
I ..... ..... I
the modest capital budget MYfT
projected for the next five
years.
in addition to the Village's
facilities, we cant forget
the presence of the four
utilities (Commonwealth
FEATURED INSIDE
Glencoe's Infrastructure
Edisoni, North S Gas fArrietitect''
an,(!'Post-Newisweek Cable 1, J,
facilitirs uncler, on, or ov r our"
r,t,,,htsof,1waY_As of this wrlitij* tl
franchise agr'eements with these
four utilities all require either.,
renewal or some other action. With
new federal sete the recent
Telecommunication Act, these
issues become even more
challengig.
What follows is a timely preface, to
P
the new 20 -Year Comprehensive
Plan, which. you've read about i-ri
previous Glen -Coe Memos. A, first
draft of the plan is currently
underway -and will be, reviewed, by
the the Plan Commission
in April. This month's
0 Glencoe Memo provides
you with some surprising
facts and figures ;about our
often forgotten infra,
"the foundation
structure,
414
R 1
V of the community.'
J�111-les O,WCI)I,)
Village 'resident
LEN OE'" STREETS AND
Phase 11 :street Inilm-ovc_.ment
replacement progroanj 11,Ls replaced
SIDEWALKSProgram.
Phase r as begUll in
and re aired over 200,000 squ-, re�
Glenc.o 's streets and side��v��ll s
1988 and eitc I)has , thus far, has
fact of the Village s sidewalks,'
r
represent its largest dollar
Consisted o f a t Lw'e yc�[ r l) r(.)gra [,T.1
, �
Village staff will begin reli����r��rr�r� ,
investment �� far. rf��-rere -tire over
' _
general � r,
fr.�n�cl�.�l ,c���.c,4�1 ��l�li,��.�.t�.c�r�
� ..
laps on a Phase M,: ►tr t pro ram �.
�' ri�.�lr.. (J�' StrcCt� ���. ��l�.nc.C)C., tl�
�3C.lt1C� �t�l.�tfall�f, tl��C�. ��1��1�c.�� v�fcr-c.
tl�.l► "+�'a�" with �.�� 1r,1�:�'C1�: f r�e�.+C3n�1_
.
majority have C' IO) and Utter and °
anticipated to C:'_.��+�''tly� improve
�
� ,
X11 '1.'clin initiation of thisthird
r
mos It sidewal f �C3 maintain
� -. . � _� ��
every Village street. fo date 25
phase beginning Ln 1 9 .T e
sl.s of
miles of the Village's 37 miles
�WWi
thisutantial investment an
streets have been reabilitatedgramn
w. ��r
� .
a � �
NeX'(),� '� wy�I e
�.
pr'.I1C
extensive ooe�a�r
standard improvement includes
was'
t,t ew. ";rb ar
ltlew k .-
t
r `p'".
M,x
MF
lnc ,r.."tui
n�r ,,p em
���,
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d Wtio"t, .i'�,,"
.w u�
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r r�",�
r I�
���excellent'
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�; �„ v ^, �, ,r, ",� "" Pre, ,� V �•'" , J(�"'
w.,fti• N Tr ,im,. �M
�: .,. ,,. ,i,.. ., ,r. VW ,. r N „h, dry, 'ro,'"D�",., t�' X`�..n i, SNP e ," a ,�,,,: ivi 4^ I. . u. i N... m. "W' re, : "d r ,, ,. •, �a � ur �ltl .'��Vn m .1 �.
-�„ �,; o . ry ., a,. a r�.,,e• ���, ,,, 9„„ w..i .,�M” , op" aug3B.,r, ,raw ,{.^ 9� ir.
V4
tl n m � m a uI V J..a i ^ iLL ,�� ie 9 .. �� Nu ��Yp y,
yin •'n � ,ra fl , .. „ W �,�
um n, AE W d. ° ry 1 ° 7 r ,�uN m ,�, fii „vxj� "& � � n'� r Mrs Aram �m�r� vr�x m�,r.��„ �" d
d
I
BRIDGES
There aie eight bridges in ( _YlencoeN,�
Scott Avenue, Crecent Drive,
Lakewood Drive',Sylvan Road (the
Fran.k Lloyd Wright Bridge), I-f azel
Avenue and three bridges
nia,lintaine(I 1 the Su te over,
11117i�1[11'�Ieo�%, 01 Sh'' r 1 1, ti
As, 1"(0 '4
p re v us Y
Glej dk �V '- ,: „
birldge",
ule �W*#As
tePlac 7�
C
.CQnj"UA*
h,rw
S trfwV
nidsc
17�
'7 I'll
The Sylvan Road Bridge
was designed by Frank
Lloyd Wright in. 1915 and
was rebuilt in 1985 to
correct severe deteiYoration.
bridge was completely recon-
structed in 1990 and is in excellent
condition Is is tile Sylvan Road
bridge, which was reconstructed in
1985.The Crescent Drive bridge
and th& three bridges on Sheridan
Road are all in. sound structL11-A
condition.
Ai t I'l n
i it, 1) ),r,,, nt,b'*'dge p�,rqlec,tl
tor 1`�9,6/97; i,5,. thejecon-
struction of the La-ke
'W00d D
hrid.ge. [.4,akewood Drive ctj
rre 1j,t IYA;'
t4
stree"111 WoUld, sed
nn" t) 0
A v %iQl'
M5 )W
f
11,,and,'Wou
S
tll),erl, tvcoltne, �� 4,1 V, "iliac
rhe bridgei: h t
0 S o
ructin
Wfl,", b,,,
fund jait
e
ed in,j 13
Bridge gnint aldii,,i,il
. . . . . . . . . . .......
State,,1"'he balahce,,��
y1l, I, bC"
ew
1,ak ""' 0
primarily by'�`tht,��� VIV
Ml�
,e
WATER AND
DISTRIBUTION
Glencoe's'Wate'r Filtration Plan . t)
constructed in' 1928) is one of our
most valuable assets, yet unnoticed
by many residents. The plant has
the capacity to pump 8 million
gallons of water a day (MGD), but
.he aver -age pumpagC IS CUrrentlly
1.2 MGD in the winter and 3 MCID
in thesumm-er.The Village's water
distribution system is comprised of
over 50 niffes of water main and
'450 fixe hydrants'.
The Glencoe Water Filtnation Plant
continuaLly,main"ftains 100%
compliance with the Fluoridation
Act and in 1995 received commen-
dation from the Illinois Depaarrieni
of Public Health for maintaining
proper fluoride levels.To further
insure the qLl.'Ility of Glencoe's
im
Proposed
Lakewood -Drive
Timber48ridge
designfor 1996�97
construction.
"1, 7ar
y
'water,, suppty, d4j�ily',q�Uain"' 11",kna"
g 11-s' Pe orm
setni-annut-d tesM
,
bi
as requiTed])y 11 C''Illiti "Slt ,
Enviroilni,en't,al 1?ratecd, in,"Ak
10
III res'p6tise i0pro'blem"s le'ri,
owed Icy otlwfl,ichi
c()nin initieso I
vol t'Int ,,ary sian'llpiling
program for cry ptosporriditim
and giardia viruses was begun in
1995. All reSUltS thus far have
Continued on ncj�xt page,
CMINMOW /rmn lm,�(, "
S I IMV 11 C( M I I I) I i �1 I I CC NV it I I C L I I' [-C'I It
M 1. IS C S [ L I dV iS 11 M I
ItV to
evaluate the I)erformatice of uc\N
i[_IS11-LI111,CTIt__ C1 .0 '1- 44 1) ,1 rt, i (A c.
COLrat CT I, , J` I IIS ncw t-_(_°clllwlof i I I
etlable Nvater pJant Staff to
deteri-IiJile filter efficiel .1 )
greater clegree th.-In eNycr before
possible.
Thlanks a
hitensive reha
tation, and Upgrade
pro,Sramth,.,
be!ganj-' the
-1928 Wa4et plant
structtire And
equ ij,)n,,j,etif is iin
excel
condition and
meets or exceeds
ilio-dern req'ulr,e'-
ments''for water"
fl-l-mation.As part of
this ongoing
G�
,-
i
SEWERS AND DF-,
Th.e Vil-lage's sanitary
sewer systems are c(
over 109 nifles, of se,
manho''Ies, and 8 sani
stations' Not surpris
nance and repair of i
is a perpetual job. N/
existing sanitary se"
installed in the 1_920s -1-Ind, C()Ilse--
quently, requires regiilar ii-ioi-iitoring
through ati active raying etiai'icc tand
televising prCog rarn. F'r- prac,tical,
FCA"CISMIS1 SCMICt' Lll)gradcs "11-c'
LYI)icalIN, a j) -art of ilic Villag',�
-1nI1LI-,Il StFCC.t
[W[-41 (M-,
ct'l I)i I I flc T)cf.-M Ill t, 11r I 'I I I I -C
cI1I 4,1
lilt Iluillp'. illst-ttllcd Ill 192,'; w01,
rc I ) L l(,cd,T11cs(. km I I ft pmllps
bring L11 %-A: ill(() plmi(to
I ) ( � g i I I t I I (,. " I I - o. I ( I ) I ., I I L I ", I C ,
1 9 9 6 v,,, i � I -� (.�, (" L I'l c [, C C (,) I'l S 11" L I ( ' -tAioll (
f'our, r.,ipd firsR
id satilte. al)id saild
filt-ers tare the firtal stcp iri the
Ind cll�)m
FC I I 10 Vqld ()I' N,CI-N, Cillo
t(I cr [,j
'Idd I l I I I A N 11 VI�i h1c h-c(lU(_'fICY drIV(11
Whic-11 shmlld s��\�(z ahout S3 0, 0 ( o
1,000 ill cic(_,[Iwi I I
he
nlw or.. Ill I (Y
, ") ) \N,'atcr
1-Cpkicelliclit pl-ojccts oll I'Clcicr
Ro"I'd 'all L)III'l(Ice IW'ad, Cast of.
VC1-11oll AVC111jC7 2.1-C SC11CC1LdCCL
_,r(..,ws will 'C11SO CO.ti MIC. NVitil
firc liydn"int
rep 1,9,tcerii e n t.
of taunt upgrj
C
aiid mAintenanc
P enssure-th,14,111t "k-, 11�
SYStlen"lls
pe"tak C'Ondi
a urz p I e $,ii fe, cl, "1114
driiiAdng wate'r ,an'd
we I I Ila, ai n ta in C1
equipment to
handle any
ertiergeiiq.
Ill 199-5s 1 100 fect- ()f llcwst(wrll
SC%VC1_ \V' LS iI_1St',1IICd ill C(MjLIM_'1i()Il
with 111c f-c-,cmistrolctioll (fl, 1kil'i
Str e to i -n 111.ark 10 I-Xindee. 1996
will be t-io clifferei.i.1 witli tipgr,e-lcles
I,-)L1f1fIcCl on [h(_- sevcil sti- 'ects
SC-1l(_-_ClL_l1C(_1 f0l- I -CC(
'Iddit.-I'mi to ttll�� ongoill"
S"11111"1 \° CIA'Cl- Ilk stkltioll"; :111d (-()()t
colfln)l if-c-Millo.-Ilt (fl
\011 I)(,-. p -Art (4
'till "M!"11 I,_,
oio,bt L/8 is
1 Jo t Is s 1":�bl on,
'C_11, sewer lines are
inulatl),, to determi-i.-ie if
r 1)otential. problenis
the Village pl.ans- to -
Furst 1)iversiori Ditch
tit'o. Built
.al coi.-ffigura -I
1,930s the clit.(_.111
kcieLagootis has
silted -in to the cxtrct-ne th'al: it
lias [)ecoi-iie la s(-_,vcre iii-ipedinient
to dr-aillage frol.11 ti we'st 11-alf of
ffic Vil-lagc"
LM: thl 'sonlill CAl "Iml shotild
hc-()ll1pIo_-(cd h\ 11.11cl-ClId-
Fill ,, pr h\" tlw(
VILLAGE ALL AND THE
SERVICE EWILDING
A"I The Village M;tll and I'Liblic WO rks
servic.e,uilding' were both
constructed in 1957.A renovation
of Village fi,all, bringing it tip to
AmbrIcan witli f) J*s,,('1bilJ.t1es,A,c
# 4, 011
(ADA) st'C"tifdards, and ni,oderri
''Was, C0.111leted in
P
its
P1,
iilt� t 1 ),14,
e: 4vt o
SpIrl"i'I'MCIr, s,
4,v
were enliancedand niodernizecl
inch ding AM accessible cOMMUM-
cation.s and rccorcls roonis, [11
addition, theaciniii-tistrative office
area. and Council Clianiber were
reconfigUred and reniodelcdand
the building exterior was
tUckpointed. Village I-Itall slioLikl
require no morelthan routine
maintenance over the course of the
0
VEHICLEYAND EQUIPMENT FLEET
The villa ge"s, vehicle anti equipment fleet consists of
77,vo�ir"i'ou,s'auto,ihobil,e,s, trucks and i"nobile pieces of
equipment. The Village's three full time mechanics
and FleetSupervisor maintain the fleet with the help
of a computerized maintenance system that assists
them in the scheduling of routine maintenance and
repair.The objective is to maximize fleet efficiency,
In 1995 five new vehicles were J-)L11-C11-.1Sed, itIC11.1difIg
, 4117
I I truic
awater shop i,,,itt,,I truo*,aJ1, aerixjift.
P, "tru
Oft
end a PiIiblic'Works su rpi�
pervis-6
gan (I a, re'"I'use, Colle, t i onscooter. Six pwc' es of the ''feet
I
A
are, to be replace(I'lin,
t"Wo,
Ptil�,)lic ks-4-11'Ctv re engii "PO "Ice
PU1,11per -sq,tiad" (fi
7 adn'l-inis-
S ('11", 1;� Id (".1; 1, rs , o rI C 11 re ,'ziqlra (I one Pubfir Wbrks i
tr.itiofi veli 1c'k—Mid one reftise scooter. The Village'',.'
arc-cently cleNel.oped a ten year vehicle/equipment,,
replacciiicm s(,1iccfti1e that will help budget for these,,,,,
Major (!.\[)C11([[(A11'CS clown the line.
WN
oewmiro,
j
of Gtencoe
W,
A Ak 'I'S dowtAlt,<)
qjIj chm* I i's 14,
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dAts , un; ,iti
n
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tit il(,! 1 I a i, �K
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Fo()d (-,,OLII*t 1'e,SUtL1r',lf1tS. HOWCVCr,
Ole m1going (..)t' Ole.
Wieneckc- pr()PCrty 'Culd Ole
()I)CIliligy ()f the Nortli Slip re
Cofiimunity Bank in Hic Hartley
BUilding are evidence t1i,cit the
downtown can still draw .,I varieLy
of ret -til and service establisliments.
1996 shOL11d see the Wienecke
redevelopment completed and
bLISifICSS and residential ten -ants
()ccul)yirig the rcn(-)v{etc cl structOre'.
hi. addition, tie space once
OCCUI)ied by Applc-A-Day is L111CI
reniodeling and will likely hoose
sever -ell. new retail establisliments.
A*rtw Village Boarcl. wil"I c6no'nue' ... ... . .
A.
workIng vt i'N ith the Glen,,coo
AA
o f
Cfi�cti",Ibcr
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owti,ers an,d'an tern ted,
opt o, coin,il,iunity too exp, re,
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m
dW 1 t 11, 1111., _W A 1
lstfict.
w,,ts Ltic exlxirisimi of' the f'-.01
P,,irkw,Wy' Tre. c Pkitititig Pro gmrn to
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ind the
cm' hasis on
P.
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irse, Glencoe is
1) rOL1(1 tO ill-CIMIC OIC
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( -)f the c-.muniunity I S 1,1,,wst
b(.,1UtifL11 ',111d V',IILICCI jCW(--IS-
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will -6,", 4� �� e.,,, .F�n *� 'rite µs �w ,„ ,� ru�� ",.ni�.���„d'��' Wg:�
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Re'sident's desns oti,po
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V,ifli'lige 1-1:,111 675 Village Coliiftll'
2
Jill
N
............
The Vill agobf Gbencoe'Mem'o Bulk Rate
Glencoe, IL 60022 U'S. Postage Pai(i
Permit No, 30
ViUage President James 0. Webb Glencoe- 60022
>
Village Triastees William H. Aaron, Nancy Alessi,
t4 Joe[ M. Dalkin, Robert T. Paley
Amy R Pritikin, Anthony J. RuzIcka
(D i ^v I
Interim Village Manager Robert W. Hogue
Village Clerk Ruby Herron
Mr. Gerald Farley
Village President
100 So. Emerson Street
Mount Prospect, IL 60056
Village of Mount Prospect
Mount Prospect, Illinois
TO: MICHAEL JANONIS, VILLAGE MANAGER
FROM: PUBLIC INFORMATION OFFICER
DATE: AUGUST 20, 1999
SUBJECT: NEWSLETTER COST COMPARISON
The Village solicited RFPs for printing services for the printing of the Village Newsletter. The
RFPs were due today, August 20. Only one proposal was submitted.
Below is a comparison of the current newsletter costs and costs of the revised newsletter, based
on the pricing submitted in the RFP.
CURRENT NEWSLETTER (cost per issue) Average page length - 24 pages
Editor $ 41200.00
it
P p
a ar
I ....... $21800.00
rinting$6000.00
I........ .. .. ..
TOTAL COST1..... ........ $13 000.00__j , 1 -
PROPOSED NEWSLETTER (cost per issue) Based on a 12 -page format
Due to the larger paper size (11x17) we feel that we can still provide the same amount of
information on fewer pages.
c: Mayor Farley & Board of Trustees
HAGEMPublic 1nfo\News1efter\Printer BidVnemoresultdoc
...............................
Public Information Officer Salary
r
— - -------
(qpprox. 20 hours)
I
100.
Printina
, . . ................ . ..... ........ .... . ............... D
$1 5 115 0. 00.00
00 $6
_10 1
$6850- 00
TOTAL COST ...............
. . . . . . ............................. $7.850.00 ",,1600.00
. ............ $9350.00
Due to the larger paper size (11x17) we feel that we can still provide the same amount of
information on fewer pages.
c: Mayor Farley & Board of Trustees
HAGEMPublic 1nfo\News1efter\Printer BidVnemoresultdoc
MIND S
COFFEE W COUNCIL
SATURDAY, AUGUST 14, 1999
9:00 A.IVL
Mayor Farley called the meeting to order at 91:00 a.m. Trustees present were Wilks, Lohrstorfer,
and Skowron. Staff present were Assistant Village Manager Strahl and Finance Director
Ellsworth. Village residents in attendance were:
Mary Simon
n
803 Isabella
Linda and Hank Elliott
108 McArthur Dr,
Donald MacBride
303 S. Emerson
David Schein
700 Ivanhoe, Unit 3B
Bill Millar
1619 W. Central Road
Douglas Cobb
1410 S. Busse, Unit 2D
cep r, n, A'h Qtu, Ltoe �' S., U a-- d Possi.ble Sidewalks
Ms. Mary Simon voiced concern about the Village'spolicy of "Installing stone shoulders along
streets that have no curb or gutter. She said that her street was resurfaced three years ago and
looks no different than any other street with curbs that was resurfaced three years ago. She feels
that the stone shoulders do not extend the life of a road,
Mayor Farley stated the Village is retaining an independent, professional consultant to provide a
report on the topic. Ms. Simon asked why the Village cannot just look at our own roads and
records.
Mayor Farley asked Ms. Simon if she and her neighbors were concerned about the lack of
sidewalks from a pedestrian safety standpoint. Ms. Simon said there has not been a problem in
her area, and does not feel there is a safety problem. Ms. Simon prefers no sidewalks. The
Elliotts agreed with Ms. Simon, and prefer no sidewalks.
Ms. Simon stated she was concerned that stone shoulders will lead to more parking on her street.
Trustee Skowron expressed concern about discussing the stone shoulder issue now, when there
will be a future meeting on the topic where all trustees and concerned residents will be in
I I I
attendance,,
Mr. Elliott stated that he has lived in the Village 26 years, and appreciates the study the Village
is doing on stone shoulders,, However, he and his wife do not see a problem with the current
40.6
roads., He feels the sides of the streets are in no worse condition than the middle of the streets,,
Mr. Elliott also stated that they do not want sidewalks. He prefers the rural setting they currently
have.
Coffee With Council
Minutes of August 14, 1999
Page Two
Mayor Farley stated that residents must remember that others use sidewalks and streets, not just
the residents that adjoin the property. Mayor Farley said the Village must look from a broader
perspective. Trustee Wilks also mentioned the fact that there are people in wheelchairs who
need sidewalks to travel within the Village.
Mr. Elliott said there's not a problem so why do the work. Mayor Farley assured Mr. Elliott that
the Village addresses problems and concerns, and does not go around looking for projects.
1!gygd Shoulder at Fairview School
Ms. Simon stated that there used to be a stone shoulder near Fairview School, and now the area
is being paved and is expanding the pavement width. She said that Public Works told her the
area wasn't being changed. Ms. Simon is concerned that once paved, it will turn into a parking
lot. She tried to contact the School and the Park District, but feels she is getting the run-around.
Mayor Farley and Trustee Skowron told her staff would check into the situation and get back to
her.
Mr. Donald MacBride stated that he has seen more and more patrons of Mrs. P and me standion
outside the building with alcohol. He asked if that was allowed. Trustee Wilks mentioned th
she has seen it also. I
I*
Mayor Farley said there "is not supposed to be outside consumption of alcohol, and directed staff
to verify this problem and ask Mrs. P and Me to cease the practice.
fiarden Hose,'BIon iz.-S*dewaIk
Mr. MacBride asked if there was an ordinance prohib , iting people from leaving garden hoses lay
across sidewalks. 11is neighbor has had a hose across the sidewalk for at least a week.
Mayor Farley asked Assistant Village Manager Strahl to check into the matter,
David Schein said that there may not be a specific ordinance, but there are general nuisance
ordinances.
Mr. MacBride also asked about the process for requesting a stop sign. Mayor Farley said the
request would need to go to the Safety Committee.
Coffee With Council
Minutes of August 14, 1999
Page Three
Mr. MacBride also asked about the possibility of getting a street light near his house. Mayor
Farley said current policy is to place them at comers. Mr. Strahl said that some people do not
want street lights, and lighting standards prevent too much lighting.
Mr. MacBride asked if the Village would be doing the sidewalk replacement program next year.
Mayor Farley told him that it would be offered again.
Mr.MacBn*de complimented the Village on its mediation program.
Rtsurfae* I,ect on, 500, B(Iockof'Na,W, 1 a
InglEko .0.
Mr. Schein started out, by complimenting Village Forester Sandy Clark on helping him with a
safety concern.
Mr. Schein expressed concern to the Board that the recent resurfacing of the 500 block of
NaWaTa will result in drainage problems. He said that several areas of the street now have only
a 1" curb, where there used to be a 3" curb. It also appears that the street is not graded properly,
and that water will have to run uphill to drain. He passed out photographs he took of the areas he
is referring to,
Mr. Schein also stated that he had a neighbor who told him the contractor offered to replace the
remaining portion of her driveway apron for a fee.
Mayor Farley asked to to ... ,6g into the whole protect ect and on the
r0i
results.
Trustee Wilks asked if Public Works could walk the area carefully and check into the problems
that Mr. Schein believes exist.
Mr. Schein said the problems might exist on the 400 and 600 blocks as well.
teal ora Prbigct,
Mr. Bill Mllar discussed the threepage letter he received from Village Engineer Wulbecker
regarding concerns he has raised about one of his driveway aprons and various other problems he
has had with the contractor's work. Mr. Millar asked the Village to provide him with the name
of the DDOT individual that approved the curbs and apron specifications.
Mr. Millar stated that he knows the contractor had to tear out the new apron twice, and not once
as Mr. Wulbecker states in his letter.
Coffee With Council
Minutes of August 14, 1999
Page Four
Mr. Nfillar voiced dissatisfaction with the way one of his aprons is now pitched towards the
street and not toward the lot. He said this has resulted in a 2.75 inch height difference which will
cause him problems. He said the incline is not correct. Trustee Skowron asked staff to schedule
a meeting with the Village Engineer, IDOT and ]�. Millar.
Mr. Millar also expressed concern over the grading between the street and his circular drive. He
said it used to be flat, and now it is bowl -shaped. His sidewalk is pitched towards the house.
Mr. Millar also was concerned about his mailbox and a buried Buffalo Box.
#
limrst Ro ad P, ro I ec t
AN I NO 0 1
Mr. Douglas Cobb asked the Board who is responsible for the Elmhurst Road project on the
south side of Golf. Trustee Wilks responded by saying the project is an IDOT project. She
further stated that there is a twenty -day period that new concrete must cure before cars can drive
o it. That is why may look like nobody is doing any work.
n I I I
Contractor Solieftation
Trustee Skowron stated that she received a flyer that said that a contractor is doing concrete work
in the area and that if any resident were interested M having any work done they can call.
Trustee Skowron directed staff to check into the company to see if they are legitimate. Trustee
Wilks, asked staff to verify that the company is licensed to do business in town.
hVgller Creek Odor
Mr. Millar brought up the problem of odor coming from Weller Creek. He is forced to keep his
windows shut during dry periods. The Board stated that the Village is aware of the problem and
has asked Director &dier,Lo,Zet,k
..,,h,a Ito, them, with, a
Mr. Schein said the problem is that there is not enough oxygen in the water. He further stated
that dredging the creek is only a temporary fix. A permanent solution could be installing stone
and concrete in the creek bed to aerate the water flows
The meeting adjourned at 11:05 a.m.
Respectfully submitted,
DD'u,
ou, as R. Ellsworth o
Finance Director
FINANCE COMMISSION
Minutes of the Meeting
June 24, 1999
1. Call to Order
The meeting was called to order at 7:00 p.m. Those present included Chairman John
Korn and Commissioners John Engel, Vince Grochocinski, Tom Pek-ras, and Ann
Smilanic. Also present were Finance Director Douglas Ellsworth and Deputy
Finance Director Carol Widmer. Comm is§ioners George Busse and James Morrison
were absent.
Yr. Anmoval I of' Minutes — Meetling of June 3. 1999
The minutes were approved as presented.
III.DigLegm-Lon ear in 2000 and 2001 BgdLyet
Mr. Ellsworth advised the members of the Finance Commission that staff is looking
for clear direction as to the Year 2000 Budget. In particular, recommendat 'ions as to
services to be added or cut, advice on the level of the property tax increase, and
whether Commission members support requests for additional staff positions were the
critical issues. Mr. Ellsworth mentioned that four new positions that were included in
the Year 2000 forecast budget. Those positions were an EMS Coordinator in the Fire
Department, an administrative analyst in the Manager's Office, an maintenance
worker for the Public Works Department, and the addition of a full-time employee
and reduction of one part- time employee in the Finance Department.
Discussion began with the Human Services Department. Ann Smilanic noted that the
mentor program (summer camp) was serving 1.1.2 children this summer and has been
very successrul. Although the Village received only $45,000 of the $60,000 grant
that had been expected. Ann supported the program and its continuation in the Year
2000. After her discussion, all of the members of the Finance Commission
supported the continuation of the summer camp on the South side of town, even if the
grant does not pay for the entire cost.
Upon review of the request for additional staff in the Finance Department, the
members of the Finance Commission indicated that they supported the upgrade of a
part-time customer service clerk to full-time. They also support the expenditure of
funds for office partitions and furniture for the Finance Department. These items are
currently in the CIP.
The Commission had no recommendations or comments on the Police Department
Forecast Budget. John Engel did ask several questions regarding the issues of
accreditation and training in the Police Department. This discussion was prompted
by the recent problems in the City of Chicago regarding the use of weapons by police
officers.
In discussing the proposed Public Works Department Budget, Ann Smilanic
expressed concern regarding the possibility of a 12% 'increase in the water and sewer
rates to fund repairs and maintenance of the combined sewer system. The repairs are
scheduled to bein 'in the Year 2001 and approximately $
g 750,000 is projected to be
spent each year for approximately four years. John Kom expressed concern. as to
how those projects would be funded 'if an 'increase did not take place. During the
discussion members of the Commission suggested that the project could be deferred
unt ff such time as some of the flood control proj" ects are paia tor and then direct that
fimding source to the combl*ned sewer system.
The Public Works Department had ofiginally i*ndicated the need for a new electrician
in the Proposed Year 2000 Budget and then there was mention of a maintenance
worker instead of the electrician. John Kom and John Engel both supported the
addition of a maintenance worker citing the need to maintain our facilities. After
further discussion the members of the Finance Commission voted to defer taking a
position on the staffing request until additional information is received during the
budget meetings.
The Finance Commission had no recommendations regarding the Community
Development Forecast Budget. They did raise some questions which they hoped to
hMve addressed as as
durinthe budget meetings: Tom Pekr
g ked if the permit process
0
has improved; Ann Smilanic wanted to know if the forms themselves have *improve
and John Engel wanted to know how the new Plans Examiner position is working
out. I
The members of the Finance Commission restated their opinion that the maximum
amount that should be spent on the building is the amount that would be spent to
demolish the building.
0
The Fire Department's request for an EMS Coordinator was discussed. Ann Smilanic
asked for clarification as to the responsibilities of that position. After further
2
discussion, the Finance Commission concurred with the request from the Fire
Department for the EMS Coordinator.
Mr. Ellsworth recapped the Capital Improvement Projects (CIP). He stated that most
of the projects are continuations of on-going programs and that upon reviewing the
r0i I
sources of funding on the summary page of the CIP, most of the funds are able to
support the projects on an on-going basis.
The members of the Finance Commission turned their attention to the tax levy. Mr.
Ellsworth noted that the four proposed positions and a 4% increase in the tax levy are
reflected in the Year 2000 budget. Both Tom Pekras and John Korn recommended
that the tax levy increase 4% in addition to requirement for the new Fire Pension
mandate recently passed by the State of Illinois. The general recommendation with
regard to property taxes from the Finance Commission is to keep the taxes as low as
possible. The Commission did not feel comfortable recommending a set percentage
ossi
because taxes might have to be increased to fund the enhanced Fire Pension benefits
and her *information is needed.
Vince Grochinski thanked the Department Directors for their time and effort in
working with the Finance Commission. He stated that in his opinion the Village is a
cost efficient operation and he is happy with the way the Village is run.
IV. Other Business
John Korn asked. that commission members not receive a call to remind them of the
meeting. Instead, he asked Commissioners to call Doug Ellsworth if they are unable
to attend a scheduled meeting.
The meeting was adjourned at 9:35 p.m. Ajoint meeting of the Village Board and the
Finance Commission is scheduled for July 27. The next meeting of the Finance
Commission is scheduled for August 26 at 7:00 p.m.
Respectfully submitted,
Carol L. Widmer
Deputy Finance Director